Objectives

The primary objectives of this tender are to appoint a service provider(s)/JVs/consortiums to digitise civics services, immigration, and other departmental records for the Department of Home Affairs (DHA). The project aims to:

• Scan and digitise records and documents.
• Ensure quality control and validation of output.
• Archive and file original records and documents.
• Provide regular reports on project progress.
• Offer training and capacity building at various levels, including technical user training.
• Supply hardware and software, extended warranties, and maintenance contracts.
• Maintain and support the digitisation system and equipment.
• Employ, manage, and support human resources, including graduates.
• Establish a Project Management Office to oversee the project and work streams.

The overarching aim is to facilitate digital transformation, improve accessibility and retrieval of records, support employment of graduates, and promote a paperless environment.

Scope

The scope includes:

• Preparation of detailed action plans and workflows aligned with DHA SOPs.
• Collection, handling, and restoration of records before scanning.
• Scanning and digitisation of various records, including historic and fragile documents.
• Indexing, naming, encryption, and integration of digitised content with DHA systems.
• Management of fully equipped digitisation centres at DHA sites.
• Quality assurance, validation, and return of original documents.
• Support and maintenance of digitisation and ECM software, hardware, and infrastructure.
• Support for data management and analytics platforms.
• Training of DHA staff and graduates in digitisation processes and system use.
• Employment, management, and support of graduates for 36 months.
• ICT infrastructure maintenance, support, and security services.
• Penetration testing, patch management, and compliance monitoring.

Technical Requirements

The technical scope encompasses:

• Provision of high-volume scanners capable of scanning 250-300 pages per minute.
• Restoration of damaged records prior to and during scanning.
• Implementation of secure indexing, naming conventions, and encryption.
• Integration of digitised content with existing DHA document management systems (OpenText, Documentum, Leggero DMAP).
• Use of OCR and related licences for digitisation software.
• Management of digitisation centres with qualified personnel and maintained hardware/software.
• Implementation of quality assurance processes for scanned records.
• Logistical management for movement of original documents.
• Support and maintenance of data platforms and analytics tools.
• Provision of training manuals, user guides, and capacity building programs.
• Support for ICT infrastructure, network, security, and SOC services.
• Regular reporting, risk management, and project documentation.

Skills Requirements

The tender mandates the following skills and qualifications for the service provider and their team:

• Proven experience in digitising fragile, microfilm, and paper records, with contactable references.
• Certification from Original Software Manufacturer (OSM) for digitisation software and from Original Equipment Manufacturer (OEM) for hardware, with proof of certification.
• Minimum of three (3) years’ experience in large-scale record digitisation projects.
• Employment and management of a payroll of at least 3,000 employees, with reference letters.
• Qualified project management lead with PMI certification and experience in managing complex projects.
• Technical staff certified by OEM for hardware maintenance and implementation.
• Experience in managing and supporting data platforms, analytics, and security operations.
• Capacity to train DHA staff and graduates, including development of manuals and training programs.
• Skills in logistics, quality assurance, and system integration.